Aberystwyth University & Bangor University Common Policy on Consultancy Services Aberystwyth and Bangor Universities are both committed to ensuring that the results of its scholarly teaching and research are used for the benefit of the society and economy of Wales and beyond. This document sets out both Universities’ policy position with regard to the application of that knowledge through the provision of consultancy services. Partnership Aberystwyth and Bangor Universities have acted in concert in the development of this Policy and the Universities have agreed to adopt a common consultancy policy to promote greater synergy between the academic and support communities of the two institutions. This Policy operates as a policy for both Aberystwyth and Bangor Universities whether they are acting together or separately and applies to each institution as a separately constituted organisation. The Universities have established a joint vehicle for the administration of University Supported Consultancy activities as defined in this Policy. Aber-Bangor Consultancy Ltd provides a single support framework for supporting the consultancy activities of the Universities where they meet the definition for University Supported Consultancy. The Universities strongly encourage the delivery of consultancy activities within the context of this policy. Through this policy the Universities are seeking to achieve a framework that rewards staff (where permissible) for their engagement whilst also providing a model for service delivery, which will protect Staff and the University in managing the associated risks. 1. INTRODUCTION 1.1. The purpose of this Policy is to set out the principles and procedures governing Consultancy and other Outside Services undertaken by Staff Members of the University. 1.2. Staff Members of the University are encouraged to undertake University Supported Consultancy and other similar work provided it does not conflict with the interests of the University. The University recognizes that consultancy work undertaken by staff can benefit both the individual and the University, and wish to encourage transfer of knowledge through more engagement in consultancy work. More specifically, consultancy can: enhance the University’s research capacity raise the profile of the University promote the financial wellbeing of the University facilitate the commercialization of research contribute to achieving excellent examples of research impact and contribute to the impact agenda provide a conduit for innovative external feedback into research and teaching recruitment and retention of academic staff, allowing more autonomy and ways of supplementing income contribute to the personal development of staff expand the provision of services across the community, and increase the employment prospects of students. Information relating to University and University Supported Consultancy can be used to demonstrate performance such as in the Research Excellence Framework. 1.3. The provisions of this policy relating to the distribution of monies received in respect of consultancy services will normally apply to all University staff apart from staff who are: a. Subject to third party arrangements relating to either their employment or activities at the University which may impact upon their freedom to undertake consultancy. b. employed in a section of the University tasked with securing external income for their sustainability. 2. DEFINITIONS The following definitions shall apply in the interpretation of this policy 2.1. “Authoriser” means the individual set out in the table below: Authoriser Staff Member Chair of Council Vice Chancellor Vice Chancellor Registrar and Pro Vice Chancellors the appropriate Pro Vice Chancellor Deans of Colleges or Heads of Institutes Senior Administrators and Heads of Registrar Non-College based departments. Academics and non-academic members of Head of School or Department staff 2.2. “Consultancy” means the provision of expert advice and work, which while it may involve a high degree of analysis, measurement or testing, is crucially dependent on a high degree of intellectual input to the client (commercial or non-commercial) without the creation of new knowledge. Consultancy may be carried out either by academic staff or by members of staff who are not on academic contracts, such as senior university managers or administrative/support staff. 2.3. “Private Consultancy” means Consultancy undertaken in the strictly personal and private capacity of the member of staff with no use of the University’s resources, no use of the University’s name, no University insurance coverage, and no liability on the University. It is undertaken in an area outside of the academic, research or administrative expertise of the member of staff for which he or she is employed by the University. Occasionally, Private Consultancy may be undertaken within the Staff Member’s area of expertise such as when Consultancy activities may fall outside of the University’s policy or ethical frameworks but remains subject to the consent of the Authoriser. 2.4. “University Supported Consultancy“ means consultancy provided through a contract entered into by the University or one of its subsidiaries with a third party, in which the Consultancy will be performed by a member of staff within his or her area of academic, research or administrative expertise and is delivered in addition to the staff members normal duties. This Consultancy is supported by the University and may involve the use of University resources, intellectual property, know-how and other resources and will be covered by the University’s professional indemnity insurance. 2.5. “University Consultancy” means consultancy provided under contract between the University or one of its subsidiaries with a third party in which the Consultancy will be performed by a member of staff within his or her area of academic, research or administrative expertise and is delivered as part of the staff member’s duties. Income from University Consultancy will not be subject to clause 4 of this agreement except that 20% of the income relating to Consultancy staff time will be retained by the University and the remaining 80% of income relating to consultancy staff time will be paid to the Institute. 2.6. “Commercial Office” means the Research, Business and Innovation team in Aberystwyth University or the Research and Enterprise Office in Bangor University. 2.7. “Director” means Director of the Commercial Office at the University, who may delegate that responsibility to another person. 2.8. “Outside Services” means the other ancillary and occasional use of a Staff Member’s expertise and knowledge that is normally expected of academics, such as guest lecturing, presentations at conferences, serving on scientific advisory boards, research councils or other professional associations, or performing charitable and community work. Please see section 6 for specific examples. 2.9. “Policy” means this Policy on Consultancy and other Outside Services. 2.10. “University” means Aberystwyth or Bangor University and in context may mean a subsidiary or affiliate designated as an appropriate entity for the conduct of Consultancy activities such as Aber-Bangor Consultancy Ltd. 3. UNIVERSITY SUPPORTED CONSULTANCY 3.1. University Supported Consultancy arrangements are only permitted where the work is distinct from any project or other work undertaken on the University’s behalf (in order to avoid a Staff Member competing for contracts with the University). 3.2. A Staff Member may only agree to provide University Supported Consultancy services with the written consent of the Authoriser and in accordance with terms and conditions of the Consultancy Registration Form attached as Schedule 1 and as amended from time to time. 3.3. The Authoriser may only approve University Supported Consultancy or other Outside Services if the consultancy can be undertaken without detriment to the Staff Member’s academic, research or administrative duties and if the Consultancy will not adversely affect the workload of other Staff Members. The Authoriser will consult with the Director to ensure compliance with the relevant University policies and procedures prior to approving Consultancy or other Outside Services. Each College or Institute or Non-College Based department is responsible for recording the days a Staff Member devotes to Consultancy. 3.4. The Director’s approval is required to ensure compliance with University processes, protection of the University’s Intellectual Property, the management of Conflicts of Interest and the appropriateness of contractual terms including those relating to liability and Intellectual Property. 3.5. A maximum of 30 days per annum (subject to clause 9.4) may be devoted to University Supported Consultancy. In extra-ordinary circumstances a case may be made to exceed this allowance only with the confirmation of the Vice-Chancellor or their nominee. 3.6. Charges for the use of University resources will normally be based on the full cost of the resources as determined by the Commercial Office and agreed by the Staff Member and the Authoriser. 3.7. The Authoriser and/or the Director may decline to offer University support for the Consultancy, but allow the Staff Member to perform the work as Private Consultancy. In such cases, the Staff Member must comply with the requirements of Clause 5. 3.8. When the Authoriser or the Director denies a Staff Member authorisation to perform the University Supported Consultancy, the